When an employee leaves the organization, you may need to retain or transfer their email and calendar data to another user - often their replacement.
Gmail data migration
This process transfers the EMAIL content to another user (not calendars or Google drive).
- Logon as a Google admin https://admin.google.com/
- Browse to the Directory > Users
- Select the user you want to transfer FROM and select DELETE USER
- Select “Data in Gmail” and “Migrate the users existing email” option
- You will need to provide the details of a super admin user, who will be contacted to confirm/authorise the migration.
- For a single user migration, open NOTEPAD on your computer and create a simple CSV file like the image below containing the original user and the destination user email addresses. Save the file to your computer.
- Upload the migration file to the migration tool
- You should get confirmation “1 row successfully uploaded”
- In step 3, you configure the start date range for the first emails to be migrated.
- Finally, start the migration
- The migration reports progress during the copy.
- It will take several minutes to a few hours to transfer the emails
Transferring Google Drive and Calendar
Don’t do this at the same time as an email migration (if you are doing that) - wait for that to complete first.
- Logon as a Google admin https://admin.google.com/
- Browse to the Directory > Users
- Select the user you want to transfer FROM and select DELETE USER
- As part of the delete request, you can specify where their data should be migrated to. This is the ONLY chance you have to make this decision before the user is DELETED !
- Finally, confirm the transfer of data upon DELETE USER
